Facility Staffing Plan

Staffing plans must be submitted to the Corrections Standards Authority (CSA) for review and acceptance related to facility construction projects (new facilities or expansion of existing facilities). They are reviewed in conjunction with architectural drawings and the facility program statement in order to determine compliance with Title 15 California Code of Regulations (CCR). The program statement is required by Title 24 CCR to be submitted no later than schematic design (when architectural drawings are 30 percent complete). Staffing plans should be submitted no later than design development (when architectural drawings are 50 percent complete), but may be included in the program statement if desired.

Please refer to Titles 15 and 24 CCR (go to Regulations) and consult with your jurisdiction’s CSA field representative if you have questions or need assistance in preparing a staffing plan. Each plan will be evaluated by the CSA on an individual basis. For CSA funded construction projects, the staffing plan is a precontractual condition of grant funding. It must be accepted by the CSA and demonstrate compliance with Title 15 CCR prior to entering into a state/county grant contract.

Elements of a Staffing Plan

Certain elements are critical components of a successful staffing plan to enable a facility to operate in compliance with Title 15 CCR. The field representative may need additional information (or fewer components) to assess the plan depending on such factors as the scope of the project, current facility operations, and the department/facility’s history of compliance with Title 15 CCR. The following is a list of elements that should be contained in the plan:

1. Facility Organizational Chart – Include an organizational chart that depicts all positions assigned to the facility, as well as the job classification of each position. It is important to include support or contract personnel (e.g., medical providers, food services, etc.). The chart should distinguish between existing positions and those to be added as a result of the construction/remodel project.
   
2. Job Descriptions – Include a description of each class/type of personnel to be utilized in filling the positions and staffing the facility. This should include the job title, duties and functions of each classification, and whether part-time or full-time employees will staff the positions.
   
3. Post Assignments – This element should contain a description of all the facility positions that will be filled; the shift hours each position will work (i.e. 4/10, 12/5, 8/5, 5 days or 7 days a week; 8, 10, 12 or 24 hours a day, etc.), and the post orders (orduties) for each position. Identify existing and new positions, plus the classification of each employee that will be filling the new positions.
   
4. Relief Factor – Include a relief factor for each employee classification and post assignment. The relief factor is a multiplier used in determining the number of personnel needed to fill one position. The calculation is based on actual available working hours per employee. It requires an evaluation of all time off (or away) from work for each classification of employee. Types of leave to be considered include, but are not limited to: vacation, sick leave, compensatory time off, administrative leave, injury on duty, court time, training (attending training, as well as being in an on-duty training status if not filling a post position), military leave, bereavement leave, and family leave. Consult with your jurisdiction's CSA field representative if you need assistance in determining relief factors.
   
5. Selection and Hiring Process – Provide a brief description of the selection and hiring process for each classification of employee. It should be specific to each category of employee filling positions on the Facility Organizational Chart, detailing the actual process involved for both elements. Additionally, specify the employees that will be subject to the CSA selection exam.
   
6. Court Mandates – Describe and attach copies of any existing court mandates or consent decrees, or information regarding any potential mandates that might impact facility operations, capacity or staffing.
   
7. Training Plan – This is a plan that details the types of training that will be required/provided for the various positions (whether full-time or part-time), as well as any on-the-job-training. Title 15 CCR requires relevant staff to be "CORE" trained within their first year of job assignment. However, it is desirable that staff be "CORE" trained, especially for new facilities, prior to the facility being completed/occupied.
   
8. Implementation Timeline – Provide a timeline that clearly illustrates when the employee selection, hiring and training will be accomplished. The timeline should also reflect the projected dates of occupancy of the facility.